HomeMy WebLinkAboutIGA - Radio System Use - Bend Public Works,I JT E8
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Deschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.orR
AGENDA REQUEST & STAFF REPORT
For Board Business Meeting of June 11, 2008
Please see directions for completing this document on the next page.
DATE: June 3, 2008
FROM: Sue Brewster DSCO 385-1714
TITLE OF AGENDA ITEM:
"Consideration of Board Signature of ;
IGA Contract # 2008-156 - Deschutes County and City of Redmond
IGA Contract # 2008-161 - Deschutes County and City of Bend Police Department
IGA Contract # 2008-159 - Deschutes County and City of Bend Public Works
IGA Contract # 2008-158 - Deschutes County and Black Butte Ranch
IGA Contract # 2008-157 Deschutes County and Sunriver Service District; all annual renewals for th
use of the Sheriff's Office Radio Communications Systems.
PUBLIC HEARING ON THIS DATE? No.
BACKGROUND AND POLICY IMPLICATIONS:
Annual renewal of contracts for the use of the Sheriffs Radio Communications System. The language
of the agreement remains the same as last year except that there are slight increases in compensation
due to the addition of radios by each entity.
FISCAL IMPLICATIONS:
From;
City of Redmond - $ 2543 annually
Black Butte Ranch - $ 7304.00 annually
Bend Public Works - $ 124,168.00 annually
Bend PD - $ 158,032.00 annually
Sunriver Service District - $ 21, 247.00 annually
RECOMMENDATION & ACTION REQUESTED:
Approve and sign the IGAs listed above.
ATTENDANCE: Sue Brewster / Jon Sholes .
DISTRIBUTION OF DOCUMENTS:
Return signed originals to M. Goodin at DCSO Legal for distribution to parties for their signatures. .
DESCHUTES COUNTY DOCUMENT SUMMARY
(NOTE: This form is required to be submitted with ALL contracts and other agreements, regardless of whether the document is to be
on a Board agenda or can be signed by the County Administrator or Department Director. If the document is to be on a Board
agenda, the Agenda Request Form is also required. If this form is not included with the document, the document will be returned to
the Department. Please submit documents to the Board Secretary for tracking purposes, and not directly to Legal Counsel, the
County Administrator or the Commissioners. In addition to submitting this form with your documents, please submit this form
electronically to the Board Secretary.)
Date:
Please complete all sections above the Official Review line.
June 11, 2008
Contact Person:
Sue Brewster
Contractor/Supplier/Consultant Name:
Department:
n/a
Sheriffs Office
Phone #:
385-1714
Goods and/or Services: An annual renewal of an Intergovernmental Agreement;
Contract # 2008-159, between Deschutes County by and through it's Sheriffs Office
and the City of Bend Public Works Department for the City's use of the Sheriffs Radio
Communication System.
Background & History: This is an annual renewal; the terms of the agreement
remain the same from last year, except for a slight increase in compensation due to the
addition of radios by the City.
Agreement Starting Date:
July 1,2008
Annual Value or Total Payment:
units.
Ending Date:
June 30,2009
$124,168.00 annually for 187 mobile and portable
❑ Insurance Certificate Received check box)
Insurance Expiration Date:
Check all that apply:
U RFP, Solicitation or Bid Process
❑ Informal quotes (<$150K)
® Exempt from RFP, Solicitation or Bid Process (specify — see DCC §2.37)
Funding Source: (Included in current budget? ® Yes ❑ No
If No, has budget amendment been submitted? ❑ Yes I I No
Departmental Contact:
Title:
Sue Brewster / Jon Sholes
County Legal / Communications
Phone #:
385-1714 or 385-1400
Department Director Approval:
atu e��
‘- °e'8
Date
Distribution of Document: Include complete information if document is to be mailed.
Official Review:
County Signature Required (check one): ❑ BOCC
❑ Department Director (if <$25K)
5/30/2008
❑ Administrator (if >$25K but <$150K; if >$150K, BOCC Order No. )
Date '0
Legal Review
Document Number Z --c) 0 'E- 1 S
5/30/2008
For Recording Stamp Only
INTERGOVERNMENTAL
NTERGOVERNMENTA ZAGREEMENT GREE MENT
CONTRACT NO.
DESCHUTES COUNTY AND
D CITY OF BEND
(PUBLIC WORKS DE
AGREEMENTNT)
is made and entered into by and between Deschutes County, Oregl n, a
THIS byand through its Sheriffs Office, hereinafter
political subdivision of the State of Oregon,
referred to as "Sheriff', and the City of Bend, by and through its Public Works Department,
hereinafter referred to as "City".
WHEREAS, City desires to contract with Sheriff for a Radio Communication System f )r its
public works department.
WHEREAS, Sheriff is agreeable to providing such services as set forth in this Agreement. now
therefore,
IT IS HEREBY AGREED as follows:
1. Duration
1.1 Effective Date. This Agreement is effective July 1, 2008 and terminates at 1:59
p.m. on June 30, 2009.
1.2 Termination. Either party upon 180 days written notice to the other party may
terminate this Agreement. Termination under this paragraph shall not affec : any
obligations or liabilities accrued prior to such termination.
2. Scope of Agreement
2.1 IT IS MUTUALLY AGREED THAT:
Page 1 of 4 IGA 2008-159 City of Bend Public Works
Legal/C&A/Sher/IGA
2.1.1 Sheriff will provide City with use of its Communication System.
2.1.2 City agrees to abide by the terms of use provided under this Agreement.
2.1.3 City may remain on Sheriffs Communication System as long as the City's
use does not unreasonably interfere with other authorized users of the
Communication System.
2.2 SHERIFF AGREES TO:
2.2.1 Provide City with access and use of its Communication System.
2.2.2 Be solely responsible for the operation and control of the Communication
System, including the management of the 800 MHz Simulcast Trunk
Radio System.
2.2.3 Provide ID numbers for all City land talk group's radio.
2.2.4 Provide all maintenance and necessary repairs to its Communication
Infrastructure System.
2.2.5 Insure that any new users of the Communication System do not negatively
impact the functioning of the system.
2.3 CITY AGREES TO:
2.3.1 Inform Sheriff of the type and serial number of each radio using the
system.
2.3.2 Insure all radios using Sheriffs Communication System meet the
standards of Sheriffs Radio Communication System now and when future
expansion occurs.
2.3.3 Use only Sheriffs radio programs compatible with Sheriff s
Communication System.
2.3.4 Insure the sole user of the Communication System is the City. City shall
not allow any other use of the Communication System, except in
emergency situations where City needs to communicate with another City
unit.
2.3.5 Prior to using the system, adopt standard operating procedures compatible
with Sheriffs Office procedures, which insure the systems availability
when needed.
Page 2 of 4 IGA 2008-159 City of Bend Public Works
Legal/C&A/Sher/IGA
3. Compensation
3.1 City agrees to pay Sheriff the amounts set forth below:
3.1.1 $124,168.00 annually for 187 mobile units and portables.
3.2 Payments of the amounts listed under section 3.1 shall be paid annually on
October 1st.
4. Partnership
4.1 Sheriff is not, by virtue of this Agreement, a partner or joint venture with City in
connection with activities carried out under this Agreement, and shall have no
obligation with respect to City's debts or any other liabilities of each and every
nature.
5. Non -Appropriation
5.1 In the event sufficient funds shall not be appropriated for payment of
consideration under this agreement, and if either party does not have funds legally
available for consideration from other sources, then either party may terminate
this agreement in accordance with Paragraph 1.2
6. Attorney Fees
6.1 In the event an action, lawsuit or proceeding, including appeal therefrom, is
brought for failure to observe any of the terms of this Agreement, each party shall
be responsible for its own attorney fees, expenses, costs and disbursements for
said action, lawsuit, proceeding or appeal.
7. Assignment
7.1 This Agreement is binding on each party, its successors, assigns and legal
representatives, and may not, under any circumstance, be assigned or transferred
by either party.
8. No Waiver of Claims
8.1 The failure to enforce any provision of this Agreement shall not constitute a
waiver by either party to that or any other provision of this Agreement.
Page 3 of 4 IGA 2008-159 City of Bend Public Works
Legal/C&A/Sher/IGA
9. Entire Agreement
9.1 Notwithstanding and succeeding any and all prior agreement(s) or practice(s), this
Agreement constitutes the entire Agreement between the parties, and may only be
expressly modified in writing(s) signed by both parties.
DATED this day of 2008.
LARRY BL ' T0,4,
Deschutes • ounty heriff
ATTEST:
Recording Secretary
BOARD OF COUNTY COMMISSIONERS
FOR DESCHUTES COUNTY, OREGON
MICHAEL M. DALY, Commissioner
DENNIS R. LUKE, Chair
TAMMY (BANEY) MELTON, Vice Chair
DATED this day of 2008.
CITY OF BEND
PAUL RHEAULT, Public Works Director Eric King, Interim City Manager
APPROVED: PATRICIA STELL, City Recorder
Legal Counsel
Page 4 of 4 IGA 2008-159 City of Bend Public Works
Legal/C&A/Sher/IGA